"Can't Show All Records" Error Viewing Query (132049)

SYMPTOMS

In Microsoft Query, when you display records in your query, you may receive the following error message:

Can't show all records

If you use the Go To command on the Records menu, you may receive the following error message in addition to the error message described above:

Record doesn't exist

When you choose OK, the last record displayed in the Data pane is not the last record in your database.

CAUSE

This behavior occurs when you use any of the following methods to display one of the last records in your database:

Press CTRL+END
Click Go To on the Edit menu, and enter the number of one of the last records in your database
Scroll down through the records in the Data pane

This behavior occurs when your database contains more records than Microsoft Query can display. The number of records that can be displayed depends on the number of fields in your database. The fewer fields your database contains, the more records you can display in Microsoft Query.

In Microsoft Query, there is a limit of 4096 "segments," where a segment contains the records to be displayed in your database. For example, if each record in your database contains 38 fields and requires 3029 bytes, each segment in Microsoft Query can contain only a single record. In this case, you can only display the first 4096 records in your database in Microsoft Query.

Note that this error message does not have a Help topic associated with it, and the error is not listed in the Error Message Reference topic in Microsoft Query Help.

RESOLUTION

In order to view the last records in your database in Microsoft Query, use any of the following methods:

Method 1:

Add criteria to your query to limit the number of records that are displayed.

Method 2:

Limit the number of fields that you add to the Data pane in your query.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.